Construction Project Coordinator

About the Job

(Job Summary)

The Construction Project Coordinator plays a critical role in supporting the planning, administration, and execution of tenant improvement projects, capital projects, and construction-related initiatives across Turnberry's retail portfolio.

This position combines project administration, contract and financial coordination, tenant communication, and light project management responsibilities. The ideal candidate is highly organized, detail-oriented, and eager to build a career in construction, real estate development, or project management.

The role serves as a central point of coordination between tenants, contractors, consultants, vendors, property management, accounting, leasing, and development teams. Responsibilities include managing project documentation, tracking contracts and invoices, coordinating construction communications, monitoring project schedules and critical dates, preparing notices and tenant correspondence, and assisting with the successful delivery of tenant build-outs and landlord capital projects.

This is an excellent opportunity for an ambitious professional seeking to develop hands-on experience in commercial construction and retail real estate project management.

What You Do:

(Duties/Responsibilities)

Project Administration & Coordination

• Maintain organizational systems for all active construction and tenant coordination projects.
• Track key project milestones, critical dates, permit approvals, possession dates, tenant opening schedules, and project closeout requirements.
• Prepare and distribute project status reports, meeting agendas, and meeting minutes.
• Maintain project logs including contracts, change orders, requests for information (RFIs), submittals, permits, and closeout documents.
• Monitor project schedules and proactively identify upcoming deadlines requiring attention.
• Coordinate project communication among tenants, contractors, consultants, and internal stakeholders.
• Support tenant turnover and possession processes, ensuring all required documentation is completed and distributed.
• Attend weekly tenant coordination and construction meetings and track action items to completion.

Contract & Document Management

• Prepare, distribute, and maintain contracts, purchase orders, notices to proceed, notices of possession, default notices, and other project-related correspondence.
• Manage contract routing and execution processes to ensure timely approvals.
• Maintain organized physical and digital project files, ensuring all construction documents, drawings, permits, contracts, and correspondence are current and accessible.
• Track insurance certificates, contractor compliance documents, permits, and licensing requirements.
• Assist in preparing RFP packages for consultants, contractors, and vendors.
• Support the procurement process by coordinating bid documentation and contract administration activities.

Financial Administration

• Review and process project invoices and pay applications for completeness and accuracy.
• Coordinate invoice approvals with project managers and department leaders.
• Track project commitments, expenditures, and budget activity.
• Maintain capital project tracking reports and financial spreadsheets.
• Coordinate with Accounts Payable to ensure timely payment processing and resolution of invoice discrepancies.
• Assist with budget reporting, cost tracking, and project forecasting activities.

Tenant Coordination

• Serve as a primary point of contact for tenant contractors and construction-related inquiries.
• Coordinate the receipt and distribution of tenant submissions, permits, construction drawings, and related documentation.
• Support tenant build-outs by monitoring required approvals and tracking progress against established schedules.
• Coordinate tenant communications regarding construction procedures, possession dates, required documentation, and project milestones.
• Assist with landlord and tenant permit applications and notices.
• Prepare and distribute tenant-facing correspondence and construction bulletins as needed.

Construction Project Support

• Manage a small portfolio of tenant improvement and capital projects under the supervision of senior project management staff.
• Assist with site walks, punch lists, progress tracking, and project closeout activities.
• Coordinate with contractors, consultants, and operations teams to resolve routine project issues.
• Support permitting efforts and track jurisdictional approvals.
• Review project progress against schedules and escalate concerns when necessary.
• Assist with turnover and closeout documentation for completed projects.

Compliance & Reporting

• Track project-related permits, inspections, violations, and corrective actions.
• Maintain reports related to construction activity, project status, budgets, and schedules.
• Support documentation requirements for regulatory agencies and internal governance standards.
• Ensure project records are maintained in accordance with company policies and procedures.
• Prepare abstracts that summarize Landlord scope obligations, key milestones, and tenant obligations for each project
• Serve as a Notary Public for project and company documentation, if certified.

This job description does not imply that the listed duties are the only responsibilities to be performed by the employee in this position. Employees may be required to carry out other job-related tasks assigned by their supervisor or management.

What You Bring to the Table:

(Requirements)

Project Administration & Coordination

• Maintain organizational systems for all active construction and tenant coordination projects.
• Track key project milestones, critical dates, permit approvals, possession dates, tenant opening schedules, and project closeout requirements.
• Prepare and distribute project status reports, meeting agendas, and meeting minutes.
• Maintain project logs including contracts, change orders, requests for information (RFIs), submittals, permits, and closeout documents.
• Monitor project schedules and proactively identify upcoming deadlines requiring attention.
• Coordinate project communication among tenants, contractors, consultants, and internal stakeholders.
• Support tenant turnover and possession processes, ensuring all required documentation is completed and distributed.
• Attend weekly tenant coordination and construction meetings and track action items to completion.

Contract & Document Management

• Prepare, distribute, and maintain contracts, purchase orders, notices to proceed, notices of possession, default notices, and other project-related correspondence.
• Manage contract routing and execution processes to ensure timely approvals.
• Maintain organized physical and digital project files, ensuring all construction documents, drawings, permits, contracts, and correspondence are current and accessible.
• Track insurance certificates, contractor compliance documents, permits, and licensing requirements.
• Assist in preparing RFP packages for consultants, contractors, and vendors.
• Support the procurement process by coordinating bid documentation and contract administration activities.

Financial Administration

• Review and process project invoices and pay applications for completeness and accuracy.
• Coordinate invoice approvals with project managers and department leaders.
• Track project commitments, expenditures, and budget activity.
• Maintain capital project tracking reports and financial spreadsheets.
• Coordinate with Accounts Payable to ensure timely payment processing and resolution of invoice discrepancies.
• Assist with budget reporting, cost tracking, and project forecasting activities.

Tenant Coordination

• Serve as a primary point of contact for tenant contractors and construction-related inquiries.
• Coordinate the receipt and distribution of tenant submissions, permits, construction drawings, and related documentation.
• Support tenant build-outs by monitoring required approvals and tracking progress against established schedules.
• Coordinate tenant communications regarding construction procedures, possession dates, required documentation, and project milestones.
• Assist with landlord and tenant permit applications and notices.
• Prepare and distribute tenant-facing correspondence and construction bulletins as needed.

Construction Project Support

• Manage a small portfolio of tenant improvement and capital projects under the supervision of senior project management staff.
• Assist with site walks, punch lists, progress tracking, and project closeout activities.
• Coordinate with contractors, consultants, and operations teams to resolve routine project issues.
• Support permitting efforts and track jurisdictional approvals.
• Review project progress against schedules and escalate concerns when necessary.
• Assist with turnover and closeout documentation for completed projects.

Compliance & Reporting

• Track project-related permits, inspections, violations, and corrective actions.
• Maintain reports related to construction activity, project status, budgets, and schedules.
• Support documentation requirements for regulatory agencies and internal governance standards.
• Ensure project records are maintained in accordance with company policies and procedures.
• Prepare abstracts that summarize Landlord scope obligations, key milestones, and tenant obligations for each project
• Serve as a Notary Public for project and company documentation, if certified.